Looking for a top-notch ECM system? Remember, the work is never finished {Slide No-2}

4. Address security/authorization issues immediately

This is important so don’t ignore it. Nothing will deter him from using his new ECM system more than not being able to open files in his department or hyperlinks in files sent to him. This indicates a security/permissions issue and should be fixed immediately.

5. Monitor and incorporate new federal or state legislation

When new laws and regulations impact the system, someone must be responsible for keeping it up to date. For example, personally identifiable information (PII) regulations affect where information is stored and who can access it.

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6. Stay up to date with system updates

If updates are incorporated “automatically” (like in a cloud system), be sure to understand new features and functionality and communicate them to users through change management communications and lunch and learn sessions.

7. Log and monitor user issues and requested enhancements

If the problem is not resolved promptly, users will quickly abandon the new system and revert to old solutions or new workarounds.

8. Don’t stop communicating

Post-implementation is probably the most important phase for his ECM project. At this point, the system either takes off and becomes a success or slowly spirals down and ends up on store shelves. Now is not the time to stop communicating with users about your new system.

9. Keep a product manager on-site

This person should be a business-oriented super user with additional training and may be considered a product evangelist. This person can be the “first responder” to prioritize issues and transition issues to IT. During her first year, it’s important to track issues and understand where they are and where trends are emerging. Depending on the size of your organization, this may be a company-wide position or replicated within each department.

10. Keep the Executive Committee and key stakeholders informed

It is important to consistently report on system performance, issues, and repairs. Do this as needed, but be sure to do it at least once a quarter for her first year. If you’re having trouble with user adoption, we’ll suggest ways to resolve the issue that may require additional resources.

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